Actions & Calendar
This is the panel that will show/alert you to tasks or actions you need to complete. This is arguably one of the most important panels in COHO.
Actions
Actions are sub categorized by Property, Tenancy, Maintenance, Onboarding, Viewing and Other. Clicking on a category will list all actions in that category in due date order.
Property: Actions that only relate to the property. I.e., GSC renewals, inspections due, smoke detector tests etc.
Tenancy: Actions that are in relation to the tenancy. I.e., tenants not accepting invites to COHO, rent payments that are due, tenancy agreements approaching expiry etc.
Maintenance: Actions that are in relation to maintenance issues. I.e., a new maintenance issue, a high priority maintenance issue has been raised, a supplier invoice needs to be completed.
Onboarding: Actions in relation to Onboardings. I.e., beginning referencing, ASTs to be signed etc.
Viewing: Actions in relation to Viewings. I.e., proposed dates for viewings, pre-qualification questionnaires being completed etc.
Other: Actions that do not fit in any other category. I.e., Inviting owners to their owner portal, manual workflow templates etc.
Anything that is bold and highlighted is past its due date.
Assign
The assign column allows you to assign the action to yourself or another team member who also has access to the account. See also Users & Your Account.
Due date
Here you can see when the action is due by. If you need to, you can snooze the action until another date in the future. Some important actions cannot be snoozed.
Status
Here you can toggle between ‘New’, ‘In Progress’ or ‘On hold’.
View Action
Here you can view the action and complete what is required.
Add Ad Hoc Action
Here you can add your own actions into the system so the system will remind you in the future - for anything! Where the system creates actions for you based on the panels in COHO and the information that has been entered, there may be circumstances where you need to add your own actions. For example, lunch with investors, needing to get keys cut for a property etc.
Generate Report
Here you can generate a full report of all actions listed.
Export (CSV): Here you can also generate a csv copy of all actions listed. ‘Export ALL (CSV)’ will export a list of all actions including completed actions.
Workflow Templates
Workflow Templates are a very powerful tool that can be used in many ways. A workflow template allows you to create a set of individual steps that may be assigned to members of your team in order to complete a standard COHO action or any action you wish to create.
When creating a workflow template that will have steps assigned to multiple team members, they will see that action and the steps on the action panel even if the parent action is not assigned to them.
They can be created in 2 ways - Manual Action or Built-in Action templates.
Manual Action: A Manual Action template is a list of steps you take in order to complete a procedure. A great example of this is to create a manual workflow template in order to offboard / move out a tenant. For example, you can name it ‘Offboarding’ or ‘Move out Procedure’ and outline the steps you take in order to move out a tenant. These steps can also be assigned to other team members. When you have created your own manual workflow template, these will sit in the ‘Other’ category on your Actions panel.
Built-in Action:
A Built-In Action is a list of steps you take in order to complete a procedure that will automatically trigger when COHO gives you the action. For example, when COHO triggers an action to say a GSC is coming up for renewal, the workflow template that has been created against a GSC renewal will also trigger. You can create your own list of steps you take from COHO telling you the GSC certificate is approaching renewal right through to having the new document ready to be uploaded onto the system.
A Built-In Action is a list of steps you take in order to complete a procedure that will automatically trigger when COHO gives you the action. For example, when COHO triggers an action to say a GSC is coming up for renewal, the workflow template that has been created against a GSC renewal will also trigger. You can create your own list of steps you take from COHO telling you the GSC certificate is approaching renewal right through to having the new document ready to be uploaded onto the system.
You can edit and archive templates that have been created:
Automatic Action Assignments
Here, you can automatically assign actions to specific team members based on the action type, property or a combination of both. Please note that newer rules take precedence over older rules.
Click 'Add Assignment'.
Action Types: Optional. Here you can use the drop down menu to choose a specific action type.
Properties: Optional. Here you can choose a property for automatically assigning a team member to.
Assign to: Here you can use the drop down menu to choose a specific user.
Calendar
The Calendar panel works hand-in-hand with the Actions panel. It allows you to have a different view of the actions so instead of looking at a list in due date order, the calendar allows you to see all actions across a calendar view.
Here, you can click on any of the Calendar actions and also complete them.
You can also ‘Create item’ at the bottom.
Calendar Settings Cog
On the Calendar panel settings cog, you can generate an iCalendar link that you can use in your personal / team Calendar outside of COHO.
Click ‘+Add ical’ to generate a new link.
Event types include: Viewings, Scheduled maintenance items, Actions due and Tenancy change overs & renewals.
Click ‘Create link’.
You can now copy the link that has been generated and use that link in the Calendar of your choice outside of COHO.
Depending on your provider (Google Cal, Outlook Cal etc) the calendar can take a while to load and updates will be displayed based on your calendar software/provider. COHO will only sync future items.
GMail:
- Go to calendar.google.com
- On the left side go to Other Calendars and click on the plus sign
- Choose ‘Add by URL’
- Paste the iCal link to the URL field
- Click on ‘Add Calendar’ and wait for Google to import your events
Outlook:
- Go to your outlook.com account
- Go to the Calendar
- Go to Import > select Subscribe
- Paste your iCal link into the ‘Calendar URL’ field. Add calendar name.
- Click Subscribe Button
Apple Calendar:
- In your calendar app choose File > New Calendar Subscription
- Paste your iCal link and click ‘Subscribe’
- Click the auto-refresh pop-up menu, then choose how often to update the calendar
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